CRM software for medical practices and clinics, with a record for every speciality
Every doctor works on the record of their own speciality, not on a generic form. Online booking, a reception queue for the day, an encrypted medical record, consents signed on a tablet, treatment plans, payments and batch-tracked stock. The platform is installed on the clinic’s own server, with a lifetime licence and unlimited users.
Every doctor works on the record of their own speciality
The platform includes 22 specialities as ready-configured packages: their own consultation form, a service catalogue with durations and fees, periodic check-ups, documents and indicators. A multi-speciality clinic can use them at the same time, each doctor on their own speciality, with the tools specific to each field. If a speciality needs its own fields, the consultation form is built from the interface, without programming, and common values are calculated automatically: BMI, mean arterial pressure, estimated due date, gestational age, eGFR and WHO percentiles.
Every step stays in the same platform, with a complete history per patient and separate access for reception, doctors and the administrator.
1
Booking
Patients book online, 24/7: they choose the speciality, the service, the doctor and a free slot. Confirmation and reminders go out automatically by email, SMS or WhatsApp.
2
Reception
On arrival, the patient joins the day’s queue: arrived, waiting, in consultation, done. The waiting-room screen shows initials only, and reception sees immediately if a consent is missing.
3
Consultation
The doctor works on the record of their speciality, with clinical fields, scales and automatic calculations. A signed consultation is locked, and any later change is made through an addendum.
4
Documents
Medical report, recommendation, referral letter, certificate or glasses prescription are generated as PDF, with data already filled in from the record.
5
Payment
Payment is taken at reception — cash, card, transfer, from a session package or billed to the insurer — with a receipt or proforma issued on the spot.
6
Follow-up
The patient is added automatically to the recall list, by speciality, after a consultation or according to the vaccination schedule, with the option to unsubscribe.
Modules and features
What you get in the Medical CRM package
Zarina CRM Medical is a complete CRM system for medical practices and clinics, developed in Romania, covering online booking, the medical record and payments. The list below describes the features in the current version of the platform. We do not include features still in development.
Appointments and calendar
Calendar per doctor and per room, with drag and drop and no double bookings.
Working hours, breaks and leave for each doctor
Public online booking, by speciality and service
Confirmation and cancellation by link, without phone calls
Encrypted clinical data and separate access by role.
AES-256 encryption for clinical data
Reception does not see the medical content of the record
Access log: who opened the record and when
Psychologists’ private notes, encrypted per author
Included in every package
The clinic’s administrative side comes from the shared base.
Invoicing, online payments and cash register
WhatsApp Business, email campaigns and reviews
Roles, 2FA, audit log and backups
Automations, REST API and integrations
How to buy
How the features above translate into packages
The features described on this page are included in the 3 packages and, from PRO, in the modules specific to your field. The full mapping, area by area, and the prices are on the pricing and packages page. The complete feature list of the medical edition: medical CRM features.
Included in every package
Clients, partners, leads, opportunities, dashboard, roles and permissions, custom fields, reminders, 15 languages. Part of every configuration, whatever packages you choose.
Three packages
The same in every edition: sales, invoicing, inventory, procurement, operations, service, support, omnichannel communication, marketing, integrations, AI, reports, HR. Only the ones you need are activated.
Modules for medical practices
17 modules available only in this edition, included from the PRO package. They are added once, to any configuration.
Appointments and calendarMedical recordConsentsMedical servicesTreatment plansSession programmesDental chartOpticsPaediatricsPregnancyVeterinaryBatch-tracked medical stockPatient portalFollow-up remindersMedical reportsBefore and after photosPrivate notes
The essential packages for this field
For medical practices, the package that matters first is Invoicing and payments. The rest are added as needs arise.
Speciality tools
Tools that exist only in their speciality
Beyond the consultation form, each speciality has its own working tools, built for real cases in the practice.
Dentistry and orthodontics
FDI dental chart with 5 surfaces, for adults and children, periodontal chart and orthodontic schemes, sent straight into the treatment plan.
Aesthetics and dermatology
Before and after gallery, with same-position comparison, attached to the patient record and the treatment plan.
Physiotherapy
Session programmes with 41 exercises, the VAS pain scale and a progress chart throughout rehabilitation.
Ophthalmology and optics
Refraction history, glasses or contact lens prescription as PDF and orders to the optical lab, with a deposit and a notification when the order is ready.
Veterinary medicine
Animal record separate from the paying owner, vaccination and deworming card, weight tracking and pet passport.
Paediatrics
Growth charts to WHO standards, with percentiles calculated automatically, and the vaccination schedule with reminders.
Obstetrics and gynaecology
Estimated due date, gestational age, fetal biometry and tests by trimester, with alerts for overdue deadlines.
Psychology and psychiatry
PHQ-9 and GAD-7 questionnaires with calculated scores, a therapy plan and encrypted private notes that not even the administrator can read.
Modules and automations included
60 features, grouped into 6 work areas
Nothing is charged per user: every activated module runs for the whole clinic team, on your own server. The package is configured by module, according to what you actually use.
Appointments
Calendar per doctorCalendar per roomDrag and dropNo double bookingsWorking hoursLeaveOnline bookingConfirmation by linkWalk-ins at receptionWaiting-room screen
Service catalogueFees per doctorSession packagesTreatment plansReceipt and proformaVAT invoicesOnline paymentsInsurer reportPlan options A/BOnline acceptance with signature
Medical stock
Batches with expiryFEFO consumptionBill of materials per serviceBatch traceabilityGoods received notesWrite-offsStock countFridge temperaturesExpiry alerts
Patient and communication
Patient portalShared documentsFamily and childrenPets and ownerSMS remindersWhatsAppReviewsFollow-up recallsRescheduling from the portalUnsubscribe from reminders
Automations take over the repetitive work of reception: confirmations, reminders, follow-up recalls, stock deduction and reporting.
Patients remember on their own
The booking confirmation, the reminder before the visit and the feedback request after the consultation go out automatically, on the channel the patient chose.
Follow-up recalls
The patient is added automatically to the recall list, by speciality, after a consultation or according to the vaccination schedule, with an unsubscribe option.
Stock deducts itself
Consumables used in a service are deducted automatically from stock, from the right batch, and upcoming expiries trigger alerts.
Event-based rules
When a consultation is completed, the system can create a task, notify a colleague or send a document to the patient.
Scheduled reports
Revenue, occupancy and no-show reports are emailed automatically, at the interval you set, to the manager or to accounting.
Connection to other systems
REST API with per-application keys, signed webhooks and connection through Zapier or Make, for the applications the clinic already uses.
Medical data and privacy
Where patient data lives and who can see it
Health data is a special category of personal data. In the UAE, Federal Law No. 2 of 2019 on the use of ICT in health fields generally requires health data to be stored inside the country. The platform runs on the clinic’s own server, with access separated by role, encryption and an access log.
Encryption for clinical data
Medical data is encrypted with AES-256 in the database, not just protected by a password.
Reception does not see clinical content
Reception works with appointments, payments and administrative documents. The medical content of the record stays with the doctor.
Record access log
Every time someone opens a patient’s record, who and when is logged, including for the administrator.
Private notes, encrypted per author
Psychologists’ notes are encrypted with the author’s key. Not even the platform administrator can read them.
Consents and revocation
6 consent types, signed on a tablet or by link, with a digitally fingerprinted PDF and the option to revoke.
Data-subject requests and anonymisation
A register of data-subject requests, export of the file and anonymisation of non-medical data, while keeping legal archiving obligations.
Connected ecosystem
Integrations and automations in the medical CRM software
Native international integrations: payments, patient communication, online stores and couriers for clinics that also sell products, campaigns and productivity
This applies to every configured speciality, not only those with their own page.
It does not diagnose. The application records, calculates and searches data. Clinical interpretation and diagnosis belong entirely to the doctor.
It does not recommend treatment. There are no automatic suggestions for therapy, medication or referral.
It does not interpret results. Tests and investigations are recorded and tracked; the application does not read them and does not flag abnormal values.
It does not calculate drug doses. There is no dosage calculator; we do not take on a function where a rounding error could reach the patient.
Delivered protocols must be checked. Schedules, test sets and forms come preconfigured according to common practice at the date of delivery. Guidelines change, and verification remains the responsibility of the medical facility; that is why all of them are editable.
It does not report anywhere automatically. We do not transmit data to insurers, registries or national platforms. The data stays with you.
We are not a healthcare provider. We deliver a working tool. Professional liability and reporting obligations remain with the medical facility.
Transparency
What to know before implementing medical software
We prefer to be precise from the start, including about the platform’s limits and the things that remain the clinic’s responsibility.
There is no integration with eClaimLink, Shafafiya or e-prescription systems. The platform tracks insurer-billed services and generates a monthly report in CSV or XLSX for submission through your claims process. Automatic transmission to insurers and electronic prescriptions are not included.
Clinical schemes must be validated by a doctor. The vaccination schedule, pregnancy tests and WHO growth tables are delivered as a starting point and must be confirmed by the medical director before use in production.
Consent texts must be validated by a lawyer. The 6 consent templates and the record retention period are indicative. The final form is agreed with the clinic’s legal adviser.
Integrations run through the clinic’s own accounts. WhatsApp, SMS, payment gateways and telephony connect to the clinic’s accounts with those providers. We deliver the connection and configuration, not the accounts.
The AI assistant does not interpret clinical data. The artificial intelligence features in the BUSINESS package help draft administrative texts. They do not diagnose, do not propose treatments and do not analyse the medical record.
The platform runs on the clinic’s server. Installation is done on your infrastructure. Speed, backups and the SSL certificate depend on the server used, and the minimum configuration is checked before installation.
Video tour · 7:22
Zarina CRM Medical at work, on real screens
A 7-minute tour of a dental clinic running on Zarina CRM Medical: front desk, patient record, odontogram, treatment plans, payments, UAE payroll and reports.
7:22 running time14 chaptersSubtitles in EnglishPublished on 11 November 2026
If the practice is currently run from a diary and Excel
These tools work up to a certain number of patients and doctors. Below are the points where they usually break down. Migration of existing data is included in the implementation.
A paper appointment book
Two people cannot book at the same time, and when the book is lost, the history goes with it.
In the platform: Calendar per doctor and per room, with public online booking and no double bookings.
Records in Word or on printed forms
Every doctor uses a different format, and finding a history takes several minutes.
In the platform: Consultation form per speciality, with clinical fields, scales and automatic calculations.
Paper consents in box files
Nobody knows quickly whether a patient has signed, or what.
In the platform: 6 consent types signed on a tablet, with a warning at reception when they are missing.
Reminders given by phone
Reception loses hours every day, and no-shows stay high.
In the platform: Automatic confirmations and reminders by email, SMS or WhatsApp, plus follow-up recalls.
Stock counted by eye
Consumables expire in the cupboard, and at inspection there is no batch traceability.
In the platform: Batches with expiry, automatic consumption per service and batch-to-patient traceability.
Payments written in a notebook
At the end of the month, the report for accounting is done by hand.
In the platform: Payment at reception with a receipt or proforma, a monthly insurer report and VAT invoices.
CRM licensing model
Monthly subscription or lifetime licence
Zarina CRM is sold with a lifetime licence, paid once, not as a monthly per-user subscription. The difference is clearest in a clinic with visiting doctors, nurses and reception staff.
The cost does not grow with the number of users
The licence is lifetime and is not charged per user. A clinic that grows from 5 to 30 doctors, nurses and reception staff uses the same licence.
There are no monthly invoices for the platform
Recurring payments to a cloud medical software vendor disappear. Payment is made once, and updates released during the warranty period are included.
What you still pay for
The clinic’s server or hosting, the domain and SSL certificate, accounts with external providers you already use (SMS, WhatsApp, payments) and, optionally, a maintenance contract.
Cost calculator
What it costs you NOT to have Zarina CRM
A monthly per-user subscription never stops: you pay it every month, it grows with every new employee and, at the end, you are left with nothing. The lifetime licence is paid once. Move the two sliders to your team’s real size and see the difference over 36 months.
If you pay a flat subscription, divide the monthly amount by the number of users. If you do not use a system yet, leave the default values: they are typical cloud platform rates.
Monthly subscription, 36 months—
Zarina CRM lifetime licence$3,480
What you lose over three years with the subscription
—
—
The calculation covers the licence only, not hosting. The licence price does not change when you add users. At the end, the licence remains an asset of the company.
The platform is activated by module, not as an all-inclusive licence
The platform base covers patients, users and roles. The medical modules are included from the PRO package, and the price is that of the package you choose. Modules can be added at any time, without reinstalling and without losing data.
Appointments and reception
Calendar per doctor and per room, online booking, the day’s queue and the waiting-room screen.
Medical records and documents
Consultation form per speciality, PDF documents, ICD-10 codes and signed consents.
Services, plans and payments
Catalogue with fees and VAT, session packages, treatment plans, receipts and the insurer report.
Medical stock
Batches with expiry, automatic consumption per service, traceability, goods received notes, write-offs and stock counts.
Patient portal
Appointments, documents, plans to accept, consents to sign and invoices.
Communication and reminders
SMS, WhatsApp, email, confirmations, follow-up recalls and patient reviews.
Automations, API and reports
Event-based rules, scheduled reports, REST API, webhooks and connectors.
Human resources
Staff, time tracking, leave and documents, for clinics that want everything in one place.
Delivery is not just an archive with the application. Below is what the implementation actually includes, whatever the number of users.
Installation on the clinic’s infrastructure
On the clinic’s server or on the hosting of your choice, with an SSL certificate and backups configured.
Migration of existing data
Patients, appointments, services and documents, brought over from your current files, with duplicate checks.
Configuration for the clinic’s specialities
The specialities you use, the service catalogue with durations and fees, roles, document numbering and templates.
Team training
Separate sessions for reception, doctors and the administrator, with a PDF manual for your configuration.
Dedicated documentation
Written material for the installed configuration, accessible directly from the platform.
6-month technical warranty
Fixing of bugs that appear in operation and updates released during this period, at no extra cost.
A CRM built for healthcare
Who it is for and who it is not for
We prefer an honest conversation before a quote, not medical practice software that does not solve the clinic’s real problem.
It fits practices and clinics that
have at least one doctor and one person at reception, work with appointments and medical documents, and want patient data on their own server.
Worth discussing in detail if
you need automatic submission to eClaimLink or Shafafiya, e-prescriptions or integration with an external laboratory. These can be discussed, but they are not part of the current version.
It is not the right solution if
you need a complete hospital information system, if you have no server of your own and do not want managed hosting, or if you need a platform fully configured the same day.
Case study
A dermatology clinic, with patient data on its own server
★★★★★
For a dermatology clinic, the confidentiality of patient records is an absolute priority. The fact that the system runs locally gives us iron-clad protection. Managing the doctors’ appointments works flawlessly every day.
Prof. Dr Laura Gheucă-SolovăstruSenior consultant dermatologistClinica Lauderma (Romania)
CRM implementations
Companies that have trusted Zarina CRM
Metod Sistem
SICC Project Services
Lapis Residence
Onyx Residence
Iași Clinical Hospital of Pulmonology
Regional Office for Cross-Border Cooperation
Arpa Imobiliare
Rubin Capital
Hotel Palas Grand View
Grey Boutique Hotel Palas
Bucovina Resort & Spa
HighLife Events
PavMar Beton
Clinica Lauderma
Axa Traduceri
AFQ Accounting
Moldo Garage
Zuzu Land
Ziarul Unirea
Meat Me Up Belgium
Joues et Croquettes Belgium
Lapis Residence
Onyx Residence
Iași Clinical Hospital of Pulmonology
Regional Office for Cross-Border Cooperation
Arpa Imobiliare
Rubin Capital
Hotel Palas Grand View
Grey Boutique Hotel Palas
Bucovina Resort & Spa
HighLife Events
PavMar Beton
Clinica Lauderma
Axa Traduceri
AFQ Accounting
Moldo Garage
Zuzu Land
Ziarul Unirea
Meat Me Up Belgium
Joues et Croquettes Belgium
Lapis Residence
Onyx Residence
Iași Clinical Hospital of Pulmonology
Regional Office for Cross-Border Cooperation
Arpa Imobiliare
Rubin Capital
Hotel Palas Grand View
Grey Boutique Hotel Palas
Bucovina Resort & Spa
HighLife Events
Lapis Residence
Onyx Residence
Iași Clinical Hospital of Pulmonology
Regional Office for Cross-Border Cooperation
Arpa Imobiliare
Rubin Capital
Hotel Palas Grand View
Grey Boutique Hotel Palas
Bucovina Resort & Spa
HighLife Events
PavMar Beton
Clinica Lauderma
Axa Traduceri
AFQ Accounting
Moldo Garage
Zuzu Land
Ziarul Unirea
Meat Me Up Belgium
Joues et Croquettes Belgium
PavMar Beton
Clinica Lauderma
Axa Traduceri
AFQ Accounting
Moldo Garage
Zuzu Land
Ziarul Unirea
Meat Me Up Belgium
Joues et Croquettes Belgium
Frequently asked questions
Questions about medical practice software
What does it mean that the software has 22 specialities?
Each speciality comes as a ready-configured package: a consultation form with the clinical fields of the speciality, a service catalogue with durations and fees, periodic check-ups, documents and indicators. In a multi-speciality clinic, every doctor works on their own speciality, in the same platform.
Does the software connect to eClaimLink, Shafafiya or e-prescription systems?
No. The platform tracks insurer-billed services and generates a monthly report in CSV or XLSX for your claims process. Automatic transmission to insurers and electronic prescriptions are not included in the current version.
How is patients’ medical data protected?
Clinical data is encrypted with AES-256 on the clinic’s server, reception does not see the medical content of the record, and access to the file is logged. Psychologists’ private notes are encrypted with the author’s key, so not even the administrator can read them.
Can patients book on their own?
Yes. The public booking page lets patients choose the speciality, the service, the doctor and a free slot. Confirmation, cancellation and rescheduling are done by link, and the reminder goes out automatically by email, SMS or WhatsApp.
Can consents be signed electronically?
Yes. There are 6 consent types: procedure, processing of medical data, photo and video, marketing, for minors and for telemedicine. They are signed on a tablet or by link, produce a digitally fingerprinted PDF and can be revoked.
Is there a monthly per-user subscription?
No. The licence is lifetime and is not charged per user. You can add visiting doctors, nurses and reception staff without the platform costing more.
Can I import my existing patient database?
Yes. Patients, appointments, services and documents are imported from Excel or CSV, with duplicate checks before loading. The import is part of the implementation.
How does stock of consumables and medicines work?
By batch, with expiry dates and first-expired-first-out consumption. Each service’s bill of materials deducts the materials used automatically, and batch-to-patient traceability lets you quickly identify patients if a batch is recalled.
Does the artificial intelligence make diagnoses?
No. The AI features in the BUSINESS package help draft administrative texts and run on the clinic’s own key with Claude, ChatGPT or Gemini. They do not diagnose, do not propose treatments and do not analyse the medical record.
How long does implementation take?
Installation on the server and basic configuration take a few working days. The total duration depends on the number of specialities configured, the volume of data imported and the integrations requested.
Other medical profiles
The same solution, configured for another practice
The solution is delivered configured for your speciality. These are the variants with their own pages.
Hosting options, server requirements, data protection and security responsibilities. CRM on your own server
How implementation works
Workflow audit, configuration, data migration and role-based training, included in the price. CRM implementation
Product sheet
Get the complete product sheet by email
A six-page document with everything you need to know before a sales conversation. No obligation and no sales call.
All the modules of the platform and the package that includes each one
The features and modules of the edition you choose, plus available integrations
Full pricing and what it includes: installation, training, data import, warranty
The native integrations available and the situations where the platform is not a good fit
CRM or clinic management software?
Clinic management software and CRM in one system
Practices in Dubai and across the UAE search for this in two different ways. Some look for a clinic management system or hospital management software, meaning the day-to-day running of the practice: appointment book, patient file, consents, treatment plans, invoicing. Others look for a medical CRM, meaning the relationship side: where the patient came from, which enquiries never turned into a booking, who is due for a recall.
Zarina CRM Medical is both, because in a clinic they are the same records. The appointment that a clinic management system would hold and the enquiry that a CRM would hold belong to one patient, so splitting them across two applications is what creates the double entry most practices are trying to escape.
What the clinic management side covers
Appointment book per doctor and per room, with confirmations and reminders sent automatically.
Patient record with history, documents and consultation forms specific to each of the 22 configured specialities.
Consents and documents generated from your own templates and signed online.
Treatment plans and estimates built from the plan, so the quoted figure and the clinical plan cannot drift apart.
Consumables and medicine stock tracked by batch and expiry date.
Invoicing with UAE VAT, part payments and balance per patient.
What the CRM side adds
Source of every enquiry — campaign, referral, walk-in, portal — so you know which channel pays for itself.
Enquiries that never became appointments, with an owner and a deadline, instead of disappearing into a phone log.
Recall lists generated from the treatment history rather than maintained by hand.
Satisfaction surveys tied to the consultation and the practitioner.
Installed on the clinic’s own server, so patient data stays on hardware you control. One licence, unlimited users, no monthly fee per practitioner.
We install Zarina CRM on your hosting, configure it around your own workflow and train your team. From that moment on, the application is an asset of your company, not a recurring expense.
Patient portal — How patients book, confirm and see their own visit history.
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